As a client whose site is on our new servers*, when you need to add PDF, Excel, or MPG files to your website, you can use the FTP feature. The FTP feature allows you to upload a file to your images folder and then link to that from any page on your website. Here is how to FTP a document up and then how to link to it.

1. First login to the portal area so that you get the following view and click on FTP:

There is a security warning (see image) and, since you are just uploading a public file, you have no need to worry about encryption. If you have a client document with sensitive data you should not use this (See the Vault for more).

Once through the warning then you are presented with the following setup (see image below).

It is here, in the images folder, that you are going to be uploading your document. Click on upload…

Now you can browse your computer for the files you want to upload.

That’s it. Your file is now copied to your website. Now, here’s how you link to it.

Let’s assume the file you copied is called “newtaxrates.pdf”. To add the link to your site, open “Site Manager”. Then click on the “Site Map” icon and click the page you want to edit.

Once you’re on the page you want to edit, click on the section of text where you want the link to be. This brings up the WYSIWYG editor.

Now select the words you want to have linked and click on the “Link” icon in the WYSIWYG Editor. Then type in “/images/newtaxrates.pdf” – The link is case sensitive.

Finish your changes, then publish your site and test your new link.

* – If you are unsure whether or not you are on one of our new servers, please call us at (800)896-4500 and we’ll be happy to answer your query.

To edit the page headers on your website you have two options.  You can change the existing image to one of our other stock images, or you can upload your own.  This section will show you how to use our stock images.  Please see the Creating a Custom Header page.

To get started, you’ll want to log into your site manager.  For instructions on how to do this, click here.

Once you’re logged in, click on the page that you want to change the header of by navigating through the links on the site.

Scroll over the header area so that the gray or beige box appears denoting that it’s an editable region.

Click within that gray or beige editable region to bring up the editor window:

From here you can change the Navigation Title so that it says something different (such as Personal Financial Planning Services”).  You can also click on the “Change Image…” button to bring up our image gallery so that you can choose a different image.

 

Click on the folder you’d like t browse through.  When you find an image you like, you can click on it to select it.  If you don’t like the images in the folder you chose, you can click the “Back to folder listings…” link above the list of images.

After you’ve selected the image you’ll see a preview of it in the editor.  You also have the option of changing the Header Style.  The different options are listed below with visuals:

Standard Framed Image-

Mirrored Image-

Photo-Stack Image-

Steel-Framed Image-

Title Only-

Custom Header- this type of header is covered in the “Creating A Custom Header” help section.

Once you’ve finished updating the header, click the “Save” button to save your changes:

Finally, click on the “Publish” link at the top of the site manager to push these changes out to your live website.

• Uploading a New Tax Organizer
• Editing an Already “Published” Tax Organizer
• Exporting Client Response Data
• Importing Client Data
• Logging into the Tax Organizer
• Setting it Up & Email Notification
• Editing the Default Tax Organizer
• Creating a New Tax Organizer From Scratch
• Adding a Section and Questions
• Publishing – Putting on Hold – Drafting a Tax Organizer
• Managing Client Accounts
• View/Edit Client Responses

Overview

The Online Interactive Tax Organizer is a dynamic web application that allows your clients to organize their tax information online, saving you time when preparing their taxes. You and your clients can securely access your client’s tax information anytime from anywhere, eliminating the time and expense involved in mailing paper organizers.

Logging into the Tax Organizer In order to log in to the Tax Organizer, click the “Login” button on the top of your website. If you don’t see the “login” button, click on the “login” link located on the bottom of your site. If you haven’t setup your portal yet, please see Portal Help.

Now select the “Tax Organizer” heading and you will be brought to the Interactive Tax Organizer Menu

Setting it Up & Email Notification The “Setup Main Menu” link allows you to edit the information that appears on the welcome page of your Tax Organizer. Starting at the top, you are asked to enter a name for your organizer, i.e. “Tax Organizer”, “Forms Page”, “Forms”, etc. Remember, whatever name you choose will appear both at the top of the page and on the button or navigation link.

After you’ve made any necessary changes to the body text of the Tax Organizer Welcome Page, make sure to enter your email address in the space designated to send email notifications.

You can easily monitor your clients’ activity in the Tax Organizer by receiving email notifications when a new client registers, when a client starts a new tax organizer, and when a client submits a tax organizer. When you have everything the way you like it, click “Save”.

Editing the Default Tax Organizer

You cannot edit a tax organizer on “Hold” or a “Published” tax organizer until you convert it to “Draft” status Click here for information on editing a tax organizer that is already published or on hold). A “Draft” tax organizer is an editable tax organizer that is still under construction and not viewable by clients.

Click the “Edit” icon, which is a pencil, in order to make changes to the default Tax Organizer.

In order to edit a question or section of the default tax organizer, scroll down to the questions and click the pencil icon next to the section or question you wish to edit.

In the Edit Question page you can re-arrange the section number or question number of the question. You can also change the text for the question and the type of answer field that it requires.

Make sure to check the respective boxes if the question is mandatory or you need to encrypt the response. It is a good idea to encrypt responses for highly secure information. However, the more fields that you encrypt, the slower your Organizer’s performance will be.

Click “Save” to save your changes and you’ll be brought back to the “Edit Form” page.

Creating a New Tax Organizer From Scratch

A list of Tax Organizers shows up on the “Manage Organizers” page. To add a new tax organizer to the list, click the “Create a New Organizer” link.

Enter information such as the title of the tax organizer, a description, and confirmation page/email text.

A confirmation page is text that will appear after users submit their completed tax organizer. It is a good place to thank them for completing the organizer and you can also let them know that they can return to their tax organizer and edit their answers.

Select the checkbox titled “Send client confirmation email upon form submission with the following text:” if you’d like to have the tax organizer send your client a confirmation email.

Notice that you can enter the text for the Confirmation email. The Confirmation Email can be used to remind your client of any additional steps needed after completing the organizer like setting an appointment or sending a hard copy of receipts.

Enter the text for your default email that will automatically be sent out to any client who submits a tax organizer. You can also select whether you want the section and question numbers to display when a client views the tax organizer.

Now click “Create Organizer” and the new tax organizer shows up in your list of tax organizers.

Uploading a New Tax Organizer

A Tax Organizer can also be uploaded using a CSV (Comma Seperated Value) file. If you want to create your own tax organizer, open Microsoft Excel and enter your organizer questions into the first row of the Excel table. Note: In order for a CSV file to upload successfully, all questions must be in a single row.

Once you have all of the questions entered, save the tax organizer as a CSV file. To do this, click Save and then select the option to save as a CSV file.

Go back to the “Manage Organizers” page of your Tax Organizer and click “Upload An Organizer Using A CSV File”.

Before the tax organizer can be created, you need to map the answer fields for each question in the CSV file. This is necessary so that the tax organizer can provide the proper spacing and options to correctly answer each question. Also, don’t forget to enter a name for your tax organizer.

Adding a New Section and Questions

Now that we know how to make a new tax organizer, let’s learn how to edit it by adding a new section. In order to make edits to a Draft tax organizer, simply click the pencil icon next to the tax organizer you want to edit. You can edit any of the information that you entered when creating the tax organizer and you can also make changes to the sections and questions in the tax organizer.

Click the “Add Section” button and a new section is created where you can enter questions.

Now let’s add some questions to your new tax organizer by clicking the “Add Question” underneath the Section that you just created.

Start by either selecting the question number or accepting the default, which is simply in the order the questions are entered. The number 1.1.1 stands for Page 1, Section 1, Question 1. Select whether you want the question to be mandatory and whether you want to encrypt the response. Clients will not be able to move forward without filling in a response for a mandatory question.

It is a good idea to encrypt responses for highly secure information. However, the more fields that you encrypt, the slower your Organizer’s performance will be. Encrypting causes the server to pause to encrypt and unencrypt for viewing in-tax organizers. Therefore, encrypt only those fields that require encryption in order to maximize your client’s positive online experience.

Enter the question and then select what type of question it is by clicking the pull down menu. It is important to select what kind of question you’re asking so that the Tax Organizer can provide the correct spacing and support for answers. Let’s say you want to add a short answer question. Scroll down until you find the question type that says “Open Question (short answer)”. If you want to add a Yes/No question, select “Radio Buttons (Yes/no)”.

Once you have entered all of the sections and questions that you want the tax organizer to contain, click the “Save Changes” button and you’ll be brought back
to the “Manage Organizers” page.

If you want to preview exactly what the tax organizer will look like when you publish it, click the Preview icon, which is a picture of an eye. Note:
The place markers (i.e. “Organizer Title”, “Page Title”, “Section Summary”, etc.) will not appear in your published tax organizer. They are simply in the preview
to assist you in designing your tax organizer.

Publishing – Putting on Hold – Drafting a Tax Organizer

Once you have your tax organizer the way you like it and you want to make it available to your clients, select the box next to the tax organizer title and then hit “Publish”. To publish more than one tax organizer at once, select as many boxes as necessary next to the tax organizer titles.

If you no longer want a tax organizer to be available to your clients, select the box next to the tax organizer title and click the “Put on Hold” button. If you don’t need to make any more changes to a draft tax organizer, you can put it on hold using the same process.

Editing an Already “Published” Tax Organizer

Let’s say that you have edits that you want to make to a “Published” tax organizer or a tax organizer on hold. In order to convert the tax organizer to Draft status, you must make a duplicate of the tax organizer. Click the edit icon next to the tax organizer you want to duplicate and then scroll down to the bottom where it says “Duplicate Form”.

Enter a title for the “new” tax organizer and then hit “Duplicate”.

As you can see, the original tax organizer still exists on the “Manage Organizers” page, but a duplicate with Draft status has also been created.

Note: Once a tax organizer has been “Published” it can not be edited without making a duplicate copy.

Managing Client Accounts

Click the “Manage Responses” page in order to monitor your clients tax organizer submissions.

Adding/Editing Client Accounts

Clients are organized in a comprehensive list including their name and optional client number. The pencil icon next to a client allows you to edit that client’s Login Information.

Clients can be added to the Tax Organizer by creating a Portal Account for them. Help on how to
do so can be found here

Emailing Client’s Login Credentials

You can email your client’s login credentials directly to them by clicking “Email Login Info”. This is a useful tool if a client forgets his/her username and password.

Removing a Client Account
If you want to delete a client’s account from the Tax Organizer, click the “Delete” button. Otherwise, click Save and you’ll be brought back to the “Manage Responses” page.

View/Edit Client Response

Click the Submissions icon next to a client’s name to view a summary of the client’s activity.

From this page you can see which tax organizers a client has viewed, completed or are in progress. By clicking “In-Form” in the Review category, you can view the date that the tax organizer was submitted by the client, and view and edit the client’s responses.

Exporting Client Response Data

“CSV” (Comma Separated Value) allows you to see your clients responses in a table format and export the data to another software. To export a tax organizer response in CSV format, click “CSV” under the “Export” column. You can either save it to disk or open it with the default application, Microsoft Excel.

Importing Client Data

You can also import client data from your computer or tax programs. In order to import client data (anything from name, address, phone numbers to social security numbers) into the Tax Organizer, you must save/export the data as a Microsoft Excel CSV file.

Note: In order for a CSV file to upload successfully, all questions must be in a single row, and all answers must be in a single row directly below the question row. The CSV file should look like this:

Once you have a CSV file on your computer that contains the client data you want to import, click “CSV” in the “Import” column.

Click “Browse” and search through your computer until you’ve found the CSV file that you want to upload. Click “Upload File” and the CSV file will be uploaded into the Tax Organizer.

Before the CSV file is fully uploaded into the Tax Organizer, the questions must be mapped. Mapping the CSV file responses is important in order for the Tax Organizer to determine which answers match up with each question.

Once imported, you can view the submission by clicking “In-form” or print by clicking the print icon.

Note: “This section has been discontinued. Please upgrade to the latest version by calling 800-896-4500 or emailing support@cpasitesolutions.com”
To begin using Secure File Transfer, click on the File Transfer link in your website, and enter a user name of admin with a password of admin…

If your log-in screen doesn’t look like the above picture, click here for instructions on installing the new Secure File Transfer tool.

Note: Your client, when logged in will see only the following:

You are now logged in as the administrator (you can change the user name and password at another time if you so desire), and should see a screen that looks like the graphic below (click the labeled parts to jump to the description):

Download/ Delete/ View Files:

To the left of each listed file there are two or three icons that can be clicked for file interaction. If the file is a graphic, a PDF or other viewable file type, a View File icon will be available. Click this to open a separate view window to look at the file. Click on the icon in the middle to download the file to your computer, or click the trash can icon on the right to delete the file from the secure file area.

You have a finite amount of space available in your secure file transfer area (available space will be noted in the top right corner), so once you no longer need certain files in your file transfer area it is a very good idea to delete them.

Add User:

Click this button to add a new user zone to the File Transfer. Enter a user name (may not contain spaces) and a password (must be between 5 and 20 characters).

Keep in mind, the user name and password is case-sensitive, so unless specifically requested, it’s best (and easier to remember) to use all lower-case characters.

User Email: If you want the user to be sent an email when you have uploaded a file to their file transfer zone, add the email address in this field.

Acct. Email: If you wish to be sent an email when the user uploads to this account, place your own email address in this field.

Edit User:

Click this button to edit the settings for a user.

A small window will pop open and give you a pull-down menu to select a user from. Selecting a name will bring you to the next screen:

From here you can edit the password, user email or acct. email.

Delete User:

To delete a user from the File Transfer area, click the Delete User link, select the user from the pull-down menu and click the Delete User button.

Edit Notification Message:

Click this button to edit the user notification message. This is the message that will be sent to the user/administrator when a file is uploaded (see red-marked area in the picture below). If you wish to change the message, change the noted message text and click the Save Changes button.

Help:

This button will bring you to the page you are reading right now.

Note: “This section has been discontinued. Please upgrade to the latest version by calling 800-896-4500 or emailing support@cpasitesolutions.com”

• Logging into the Document Manager
• Managing Client Accounts
  • Adding/Editing Clients
  • Email Notifications
  • Deleting/In-Active Clients
  • Retrieving Client Passwords
• Organizing Files in File Cabinets
• Creating Folders
• Loading Files into Document Manager
• Ordering More Storage Space
• Downloading Files from Document Manager
• Editing File Names and Descriptions
• Transferring Accounts From Secure File Exchange

Overview

The online Document Management System provides your clients with 24/7 access to vital company information like employee data, corporation papers, legal documents, tax returns, financial statements, and scanned source documents.

Any file can be placed in the Document Manager, including: extremely large QuickBooks Backup Files, Microsoft Word Documents, PDF Documents, Excel Spreadsheets, Video Files, Music and Audio Files. All files on the Online Document Storage System are backed up daily and archived in our secure data-center.

Logging into the Document Manager

In order to log in to the Document Manager, click the “Login” button on the top of your website. If you don’t see the “login” button, click on the “login” link located on the bottom of your site. If you haven’t setup your portal yet, please see Portal Help.

Now select the “Secure File Exchange” icon from the menu to get into the Document Manager.

Managing Client Accounts

To add clients to the Document Manager, you must first set them up in the Firm Portal. Instructions on how to do so can be found here.

Now let’s say that you want to modify a client in the Document Manager. Click on the “Client Logins” button.

As you can see, the Document Manager provides the client’s name, company, email address and username.

To edit a client’s login information, click the “Edit Login” button, which is the pencil icon on the right side of the table. This brings you to the “Add/Edit Client Login” screen where you can edit the name, company, email address, username and password.

You can also control whether or not the client has access to the Client Interactive Center and if they receive email notifications for Document Manager activity.

Click Save and you’ll be brought back to the “Client Logins” page.

Now let’s go back to the “Client Login” page. Notice the “Active” column on the left side of the table. This indicates whether or not a client has been given access to the Document Manager. In order to enable or disable access to the Document Manager, without deleting a client from the list, simply check/uncheck the “Active” checkbox.

There are two ways to delete a client. You can click the delete button in the “Add/Edit Client Login” screen, or simply click the trashcan icon.

Now let’s say that a client or someone in your firm forgets his/her username or password. Don’t worry about it! All usernames and passwords are stored in “Firm Logins” or “Client Logins”. Simply click the edit icon next to the client and you can view their username and password.

Organizing Files in File Cabinets

You can add, delete, edit, organize and view personal files, firm files, client files and public files. These files are organized on the left side of the screen under the four filing cabinet categories: “My Documents”, “Firm Documents”, “Client Documents” and “Public Documents”. These filing cabinets can hold an unlimited number of folders, subfolders and documents

“My Documents” stores and organizes documents that only the individual staff member logged in can access.

“Firm Documents” stores and organizes documents that are available to your entire firm. This is a great place to post firm procedure documentation and firm-wide notices. Any staff member can add, edit or remove documents in the “Firm Documents” filing cabinet.

“Client Documents” allows each of your staff members to access all documents stored in each of your client’s “My Documents” filing cabinet. If your client wants to share a document with you, they can login to their Document Manager and upload the file. You can then click “Client Documents” and view the file in their respective client folder.

“Public Documents” are documents available to your entire firm and all clients but only the firm’s staff members can add or remove files. This is a great place to post general work-paper forms and other questionnaires that clients can print and complete.

Create a Folder

Let’s start by viewing the files in the “Firm Documents” filing cabinet. Click the “Firm Documents” button on the left side of the window.

Files and folders can be organized by name, description, size or date. In order to add a folder, click the “Create A Folder” button.

A window pops up that asks you to enter the name of the folder and an optional description of the folder. Writing a brief description of the folder’s contents is a helpful way to manage your documents.

Click “Save” and your new folder appears in the list of documents.

Loading Files into Document Manager

Now let’s click the folder and add a file.

Click the browse button and search through your computer until you’ve found the file that you want to add.

Again, you can add a description if you want to further label the file. Once the file you want is selected and you’ve entered a description, click “Upload File”.

As you can see, the file is now uploaded and you can view the name, description, file size, and date last updated.

Ordering More Storage Space

Now let’s say that you want to add a file but your Document Manager is full. In order to request more storage space in the Document Manager, simply click the “Order More Space” button and follow the instructions for requesting more space.

Downloading Files from Document Manager

Downloading files from the Document Manager is as easy as clicking the filename. Once you’ve found the file you want, click it’s name and a window will ask you to select whether you want to Open the File or Save it to Disk.

If you just want to view the file, click “Open With” and choose the appropriate program to view the file. If you want to save the file to your computer, select “Save to Disk”. You will be asked where you want to save the file. Once you have chosen your desired location, click “Save” and a copy of the file is now stored on your computer.

Editing and Deleting Files

If at anytime you want to change the file name or description, click the pencil icon, which is the “Edit File” button.

If a document is outdated or you don’t want it to be viewable anymore, you can delete it by clicking the “Delete a File” button. The “Delete a File” button is a trash can icon, which can be found next to the “Edit File” button.

Transferring Accounts From Secure File Exchange

If you already have accounts managed in Secure File Exchange, you can easily update to Document Manager and transfer the account data. This is done by downloading all of the files in Secure File Exchange to your local computer and then uploading them into Document Manager.

The first step in moving your documents from Secure File Exchange to Document Manager is logging into your Secure File Exchange. Although you may have rearranged the link location, the Secure File Exchange link is generally found under the “Resources” menu on your website.

Enter the administrative username and password. It is important that you log in as the administrator so that you have access to all accounts in your Secure File Exchange.

As you can see, all accounts show up in a list containing each individual file that is stored and organized with Secure File Exchange.

The next step is to download each file onto your computer. In order to download a file, click the “download” button to the left of the file.

Organizing the files might be easier if you create a separate folder on your local computer for each account and then download the files to their respective folder.

Once all files have been downloaded to your computer, it is time to upload the files into the Document Manager.

Create all of the accounts in Document Manager that were contained in Secure File Exchange. Click here for instructions on how to create an account in Document Manager.

Make sure to re-create the usernames and passwords for each account and organize their folders in the proper location. Click here for information pertaining to Document Manager organization.

Now upload the files from your computer into the newly created account folders. Click here for instructions on how to upload files into Document Manager.

• Installing and Launching FileVault
• Uploading Files
• One-Click Upload
• Offsite Backup
• Settings
• Upload Log
• Uninstall

Installing and Launching FileVault

The first step will be logging in to Firm Portal. For instructions on how to do this please click here.

Once you are logged into the Portal, click the “Secure File Exchange” button.

Click the “More” button.

Click the “Download Windows Application” button.

Click “download now” button.

Save the file onto your computer.

Locate where you saved the file and click “FileVaultSetup.msi”. Follow the onscreen instructions to install.

When the installation is complete click “Start”, “All Programs” and then “FileVault”.

Locate the FileVault icon at the bottom right of your task bar.

Right click the icon and select “Settings“ to begin configuration.

Uploading Files

The “Upload” tab allows you to upload multiple files at once, directly to your client’s folders.
First click on “Add file(s)” and select the file(s) to upload from your computer.

Once you have selected the files to upload they show up in the “Files to send” window. Now click the “Browse” button.

When the “Browse” button window opens select where you would like to upload the files. You can either upload them to your personal “My Documents” folder in The Vault or you can upload the file(s) directly to one of your client’s folders.

Click “OK” when you have selected the folder you would like to upload to.

Click the “Upload Now” button and wait for your files to upload.

The time it takes to upload your files varies greatly depending on the size and amount of files you choose to upload as well as your local internet providers’ upload rate.

One-click Upload

If you checked off “One-click Upload” under the “Settings“ tab you can simply right-click on any file and select “Send To FileVault” and it will automatically send that file to the Vault and into the “My Documents” folder associated with the account listed in the “Settings“ tab.

Offsite Backup

You can use the “Backup” tab to backup multiple files to your personal “My Documents” folder within The Vault. Please note, you can only backup individual files and not entire folders.

Click on “Add File To List”.

When the “Add File” pop up opens, click on the “Browse” button and locate the file you would like to backup.

Please note, at this time you can only backup files to your “My Documents” Vault folder and any sub-folders located within it.

Once you have selected the individual files to Backup, choose when you would like the backups to occur and then click “Backup Now”.

A progress bar will appear indicating the upload is processing.

The time it takes to upload your files varies greatly depending on the size and amount of files you choose to upload as well as your local internet providers’ upload rate.

.

Settings

For “FileVault Username” and “FileVault Password” put in the same information you used to login to the Portal with. You may click the “Verify Credentials” button to test to see if the username and password were entered correctly.

Checking “Run at Windows Startup” causes FileVault to start automatically when you turn your computer on.

Check “One Click Upload“ if you would like the ability to right click on a single file in your computer and send it directly to your “My Documents” File Vault folder.

Under “Upload Settings” you can either choose to always overwrite a file with the same name or to keep multiple versions of the file available on The Vault.

Under “Connection” leave the default setting of “Use Internet Explorer proxy settings”.

Upload Log

The “Log” tab will show you the status of backups that have taken place.

Uninstall

To uninstall FileVault click on the “Start Menu”, and go to “Control Panel”, then “Add or Remove Programs”. Find “FileVault”, select it, and click “Remove”. Follow the on-screen instructions to uninstall the program.

• Overview
• Logging into the Vault
• Managing Client Accounts
• Organizing Files in File Cabinets
• Breadcrumbs
• Email Notifications
• Creating Folders
• Sending Files to the Vault
• Ordering More Storage Space
• Downloading Files from the Vault
• Renaming, Moving And Deleting Files
• Previous File Versions
• Pop-Up Header Icons
• Search
• Activity and Usage Reports

Overview

The Vault is the successor to the Document Manager in an effort to bring you the fastest, most secure data storage online.

The Vault provides your clients with anytime/anywhere access to vital company information like employee data, corporation papers, legal documents, tax returns, financial statements, and scanned source documents.

Any file can be placed in the Vault, including: extremely large QuickBooks Backup Files, Microsoft Word Documents, PDF Documents, Excel Spreadsheets, Video Files, Music and Audio Files. All files on the Online Document Storage System are backed up daily and archived in our secure data-center.

In addition, gold and platinum clients can upload files to the Vault right from their desktop with just one click. They can also set a backup schedule to have important documents automatically uploaded to the Vault one a schedule of their choosing.

Logging into the Vault

In order to log in to the Vault, click the “Login” button on the top of your website. If you don’t see the “login” button, click on the “login” link located on the bottom of your site. If you haven’t setup your portal yet, please see Portal Help.

Now click the Secure File Exchange button to load the Vault.

Managing Client Accounts

Both firm accounts and client accounts are given access to the Vault through the Portal’s user management. Any firm user can add or deny access to the Vault for user accounts.

For more instructions on how to setup Portal accounts, click here.

Organizing Files in File Cabinets

You can add, delete, edit, organize and view personal files, firm files, client files and public files. These files are organized on the left side of the screen under the four filing cabinet categories: My Documents, Firm Documents, Client Documents and Public Documents. These filing cabinets can hold an unlimited number of folders, subfolders and documents.

My Documents stores and organizes documents that only the individual staff member logged in can access.

Firm Documents stores and organizes documents that are available to your entire firm. This is a great place to post firm procedure documentation and firm-wide notices. Any staff member can add, edit or remove documents in the Firm Documents filing cabinet.

Client Documents allows each of your staff members to access all documents stored in each of your client’s My Documents filing cabinet. If your client wants to share a document with you, they can login to their Document Manager and upload the file. You can then click Client Documents and view the file in their respective client folder.

Public Documents are documents available to your entire firm and all clients but only the firm’s staff members can add or remove files. This is a great place to post general work-paper forms and other questionnaires that clients can print and complete.

Breadcrumbs

Right above the list of files, you will see a line that will keep track your progress as you move through the folders in the Vault. It will start off with just the basic home directory, but if you click on a folder…

…The breadcrumbs line will update to show you’ve entered a new folder location and keep track of all the folders you’ve gone through!

Plus, you can click on any of the folders it mentions to instantly travel back to that folder quickly and easily.

Email Notifications

When a file is sent to the Vault by a client, you can have it notify a firm user of this activity. To do so, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Client Users” in the Portal menu.

Select a client from the drop down menu. You can then go to the Acess Rights and set what firm user is notified when a client uses the “Secure File Exchange”.

Creating Folders

To make a new folder, first select the filing cabinet you wish to make the folder in. For this example we’ll use Firm Documents. Click the Firm Documents button on the left side of the window.

Now, click the button at top that says New Folder

It will pop-up a new window asking you to give the folder a name and a description (optional). When you are finished, click Create Folder to commit.

Sending Files To The Vault

To send files to the Vault, first browse to the filing cabinet and folder you wish to send the file to. In this example we’re in “My Documents.”

To send a file here, click the Upload button in the top toolbar.

Click the Browse button and find the file you wish to send.

Select the file you want to send, click “OK” and it should appear in the Upload window.
At this point you are ready to send. If you wish you can add a description to the file or check off the “Version Control” checkbox, which will allow you to upload an updated version of the same file after some changes without replacing the original file. When you are ready to send click “Upload.”

The file now appears in the “My Documents” folder.

Ordering More Storage Space

Now let’s say that you want to add a file but your Document Manager is full. In order to request more storage space in the Document Manager, simply click the “Order More Space” button and follow the instructions for requesting more space.

Downloading Files from the Vault

There are two ways to download a file from the Vault. The first is simply to double-click on the file. The other is to right-click it. This will pop-up a context menu. From that menu select Download.

Both ways will pop-up a new window asking if you want to Open or Save the file. Choose Save and choose where on your computer you wish to save the file.

Additionally, if you wish you can View a file without downloading it by right-clicking on it and selecting View.

If you have several files you want to download you can download them all at once.

Why download all your files?

Logically, you know your clients’ files are 100% secure in the Client Portal. They are backed up daily and we employ numerous redundancies for ultra security.

Emotionally, though, it feels better to keep copies of your client files on your hard drive – one zip file with all that critical data. It’s a local backup, and it gives you peace of mind.

Here’s how to download all your files…

Firm Users:

Click on “More”

Click on “Download Files”

Select either “My Documents” or “All available files” and then click “Request Download”

You then get an email with the files when they are done being processed.

Client users use the same process except they don’t have the choice of any folder. Instead their “My Documents” folder is automatically processed for them and an email sent when done.

Renaming, Moving and Deleting Files

To rename a file, simply browse to the file you wish to rename, right-click it and select Rename.

This will pop-up a new window. Give it a new filename and description (optional) and click Save.

To move a file, right-click on it and select Move.

This will pop-up a new window where you can select the folder to move the file to. Click on a folder to select it, or click on a filing cabinet to move it there. Once you have selected the folder you want to move to click the Move button at the bottom.

This is a useful function if you have a document you are working on for a client and want to move it into their “My Documents” folder.

To Delete a file, right-click on the file, and select Delete.

This will pop-up a new window asking for confirmation. Click Delete again to delete the file.

Previous File Versions

If you have accidentally overwritten a file on the Vault with one from your computer, or simply want to look at a past version of a file, you can access the older version from within the Vault.

To do so, right-click on the file in the Vault, and select Version History.

Then, find the version of the file that you wish based on the date and select Download.

Finally, click Save and choose a location on your computer to save the file to.

Pop-Up Header Icons

Whenever you open up a pop-up window inside the Vault (like, for instance, when you go to upload a file), you will notice several icons in the upper right corner of the header.

Each of these icons serve a unique purpose.

• The Pin Icon will hold the pop-up window in place so it won’t move around.
• The Rotation Icon will refresh the pop-up window.
• The Line Icon will minimize the pop-up window.
• The Box Icon will maximize the pop-up window.
• The X Icon will close the pop-up window.

Search

You can search all your files easily by clicking the “Search” bar in the toolbar.

Simply fill in the field with the term you want to search for and click the button to the right. This will bring up a list of all the files that match the search term. You can verify what you searched for in the breadcrumbs section above the list.

You can see exactly where the file you searched for his located in the Description column; it will give you a breakdown of the file location, mentioning each folder it is in.